1. Advance and the Electronic Packet Advance and the Electronic Packet April 5, 2011 1

2. 2 Overview Training 2.6 Walk through –APA –Candidate –Reviewer –Voter –Chair Things to Consider Agenda

3. 3 1.0 Faculty Information System – April 2009 2.1 Eligibility List – January 2010 2.2 References – May 2010 2.3 Routing – July 2010 2.4 CV Parser – November 2010 2.5 My CV/Proxy – March 2011 2.6 Electronic Packet/Review – April 2011 Overview

4. 4 Release 2.6 introduces the following: –Electronic packet Summary CV, including Candidate certification (Attachment A) References, including a Candidate-supplied Referee List Attachments, including Teaching Evaluations Chair Letter, including Chair certification –On-line packet review –On-line, policy-compliant vote –Management tools for the APA Overview

5. 5 Key challenges include –Identifying your department packet review process and adapting that to the Advance system Overview

6. 6 Key challenges include –Encouraging your faculty and non-faculty academics to Update their CV in Advance (My CV) Copy their CV into the Advance packet Add referees to the Advance packet Review packets on-line Vote on-line Overview

7. 7 Key challenges include –Encouraging your faculty and non-faculty academics to Respond to email notifications from Advance –Created on the fly by the APA –Generated when listed as a packet reviewer –Generated when asked to Vote –Generated at the end of the department review process Overview

8. 8 Hands-on training for APAs –Tuesday, April 12, 10-12 –Tuesday, April 12, 1-3 –Wednesday, April 13, 10-12 –Wednesday, April 13, 1-3 Additional hands-on training for APAs will be scheduled for late June Training

9. 9 Web-based training materials will be developed soon –PowerPoint sessions –Quick Start Guides –How to documents Training

10. 10 Create committees Packet –Create the Packet –The Packet page –Manage Review –The Faculty Vote –Manage the Packet 2.6 Walk through – APA Packet Content –Summary –CV –Attachments –Teaching Evaluations –References –Chair Letter

11. 11 Create committees Note the new header links From the Department Mgmt page, select the Committee tab Add new committees by clicking the Add Committee link

12. 12 Create committees Enter the name of your new committee (include Department name too) Select the Department name – be sure to select one you have access to Click Add and you are reminded to select a department you have access to

13. 13 Create committees Click Add Committee to add more committees Click the Committee name to modify the name or department affiliation Click Manage Committee to add members to a committee

14. 14 Create committees Search for members by name or by series and rank Returned records are based on your access permissions

15. 15 Create committees Return to the Committee page by clicking Return to Committee link

16. 16 Create committees Create as many committees as you need to facilitate packet review Modify committee names and membership as necessary

17. 17 No change in how the packet is created Two ways to create a packet 1. From the Candidate Mgmt page –Search for a candidate –Define and save the packet on the Packet page 2. From the Search Results page –Click on the Action to go to the Packet page to save the new packet Create the packet

18. 18 Changes to the Packet page The Packet tab has two new packet management links Reviewer List enables you to manage the packet reviewer process Manage Vote enables you to call the Vote, if required for this packet

19. 19 Changes to the Packet page At the bottom of the page are two new features There is a link to quickly send an email to the candidate There is general packet checklist

20. 20 Assign the Packet for Review Adding people to the Reviewer List adds the packet to the For Review page Faculty with a packet on the For Review page will receive a weekly reminder Three buttons help you add individual reviewers, committees, or the chair

21. 21 Assign the Packet for Review Add Reviewer opens a search bar that searches Advance for reviewers You can set a Review Due date before the search or after The system will set a Due Date seven days from the day you add a reviewer

22. 22 Assign the Packet for Review Remember that Review Committee = group of reviewers Click Add Review Committee to see the committees you have access to Select one or more committees to add the members of that committee Apply a due date here or the system will default to seven days from now

23. 23 Assign the Packet for Review Advance maintains a list of Chairs Click the Add Chair button to add Chair(s) for this packet

24. 24 The Faculty Vote The Manage Vote link will display all faculty eligible to vote on the packet Change the Vote Due when 7 days (default) is too long or short Be sure to de-select those “voters” who have a conflict of interest Click Send to Vote to notify a voter and to add the Vote to For Review

25. 25 Manage Packet Manage Packet has two new sections: Checklist and Notify Candidate Checklist tells you when items have been added to the packet Notify Candidate sends an email to the candidate, opens additional pages for the candidate to see, and automatically routes the packet

26. 26 Packet Content The Content tab shows the APA what the Reviewer will see This is where the APA will work on/review the packet, except references

27. 27 The Summary page The Summary page displays Packet definition, the candidate’s years at rank and step, the candidate’s packet history, and the recorded recommendations for this packet

28. 28 The CV The Packet CV contains the data copied over from the candidate’s My CV It tells you when the CV was last copied into the packet And it has a filter to show the reviewer only the past few years of data

29. 29 Attachments The Attachments page enables the APA to select PDF documents to add… And to identify the type of document from a drop down list Click the Upload button to attach the document and Delete to remove it

30. 30 Teaching Evaluations Like the Attachments page, the Teaching Evaluation page accepts PDFs But here you type in the document description (no drop down list) Click the Upload button to attach the document and Delete to remove it

31. 31 References This is the view that the Reviewer sees; to work on the references process, go to the Packet/Manage References page Click the View Ref hyperlink to view the submitted reference

32. 32 Chair Letter Chair Letter: based on the form developed by the Vice/Associate Dean’s Includes the four areas of evaluation (only three for non-faculty) Plus fields for Contributions to Diversity and Additional Comments

33. 33 Chair Letter The Chair Letter automatically records the Vote and has a field to record the Overall Department Assessment There is a section for the accelerated action justification And Save as Draft and Certify buttons

34. 34 What the APA does –Create committees –The packet process Create the packet Add attachments and teaching evaluations Review the packet contents Invite Reviewers to review the packet Invite faculty to Vote Draft the Chair Letter Invite the Chair to certify –Invite Joint Chairs to review/certify Invite the Candidate for a final review –Route the packet APA recap

35. 35 New Tabs My Packet –Summary –CV –Referee List –Attachments My Packet AFTER Notify Candidate –Teaching Evaluations –References (redacted) –Chair Letter 2.6 Walk through – Candidate

36. 36 New Tabs No changes to Overview, Salary, Packet tracking, My CV, or Proxy pages For Review enables the user to review other packets assigned to him/her My Packet give the Candidate pages for compiling his/her packet(s)

37. 37 My Packet Clicking My Packet displays the Summary page The Candidate can view the pages he/she has access to If there are multiple packets, they are displayed on the right

38. 38 The Summary page The Summary page displays Packet definition, the candidate’s years at rank and step, the candidate’s packet history, and the recorded recommendations for this packet

39. 39 The Packet CV Navigate to the My Packet CV page to copy the My CV data to the packet A few messages are designed to help the candidate understand what to do Candidate must acknowledge Attachment A issues before copying the CV

40. 40 The Packet CV The Packet CV contains the data copied over from the candidate’s My CV It tells you when the CV was last copied into the packet And it has a filter to show the reviewer only the past few years of data

41. 41 The Referee List Candidate can enter referees to be contacted for the action Candidate selects the type of referee Delete entries by clicking Delete and then Save

42. 42 Attachments This page will display some documents attached by the APA The candidate can attach a PDF doc in response to the department review Click the Upload button to attach the document and Delete to remove it

43. 43 AFTER Chair Certification When ready, the APA clicks the “Notify Candidate” button (Manage Packet) For a seven day period, the candidate has access to three additional pages Teaching Evaluations displays as it does for the Reviewer

44. 44 AFTER Chair Certification The References link only displays the hyperlink to view the reference letter And the view of the submitted reference text is redacted

45. 45 AFTER Chair Certification The candidate can view the Chair Letter, including the comments, the vote, and the recommendation. The candidate has the opportunity to add a Personal Statement to the Attachments page before the packet is routed to the Dean’s Office

46. 46 What the Candidate does –Update their My CV data –Add CV to the packet/certify –Add referees to the packet –AFTER Chair certification Review packet Attach Personal Statement Candidate recap

47. 47 Weekly notification from Advance The For Review page Reviewing a packet 2.6 Walk through – Reviewer

48. 48 Review notification Anyone with a packet on their For Review page will receive a weekly email from Advance encouraging them to login and review packets

49. 49 The For Review page APA adds reviewers to packets; reviewers see the packets on For Review The For Review page has two sections: an active and a completed section

50. 50 The For Review page The Reviewer clicks the candidate name to view the packet contents When the reviewer has completed his/her review of the packet, the Reviewer returns to the For Review page and clicks Review Complete and Save

51. 51 The For Review page Packets marked “Review Complete” move to the Review complete section Review Complete is also indicated on the APA Reviewer List page

52. 52 Reviewer packet pages After clicking the name on the For Review page, the reviewer is presented with the candidate’s Summary page, and can view any of the packet pages

53. 53 Reviewer packet pages The CV has a filter to enable the reviewer to focus only on the past few years Click one of the filters to condense the CV into showing only those entries that fall within the filter’s parameter

54. 54 Reviewer packet pages The reviewer clicks on the hyperlink to open and view the attached PDF on both the Attachments page and on the Teaching Evaluations page

55. 55 Reviewer packet pages The reviewer clicks on the hyperlink to open and view the reference letter submitted through the Advance references process

56. 56 Reviewer packet pages The reviewer can view and draft the Chair Letter This open design is to enable committee chairs, Division Chiefs, and APAs to draft the letter. It is up to the department to manage this process. Only the Chair can certify the Chair Letter

57. 57 What the Reviewer does –Respond to notification from Advance –Access packets on the For Review page –Review packet Draft Chair Letter, if appropriate –Indicate Review Complete Reviewer recap

58. 58 Notification from Advance The Vote on the For Review page 2.6 Walk through – Voter

59. 59 Vote notification The Vote is “called” by the APA using the Manage Vote page. When the APA clicks the Send for Vote button, an email is sent to each voter

60. 60 The Vote The Vote is recorded on the For Review page When the Vote is called, a drop down list appears on the left The Voter selects his/her vote and clicks Save

61. 61 What the Voter does –Access packets that have been sent for Vote –Review packet –Vote Voter recap

62. 62 The Chair does what a Reviewer does The Chair can certify the Chair Letter 2.6 Walk through – Chair

63. 63 Chair Letter Chair Letter: based on the form developed by the Vice/Associate Dean’s Includes the four areas of evaluation (only three for non-faculty) Plus fields for Contributions to Diversity and Additional Comments

64. 64 Chair Letter The Chair Letter automatically records the Vote and has a field to record the Overall Department Assessment There is a section for the accelerated action justification And Save as Draft and Certify buttons

65. 65 What the Chair does –Access packets for Review –Review packet –Chair letter/certify Chair recap

66. 66 APA Joint Chair procedure –Joint Chair is a Reviewer –Joint Chair can Certify Joint Chair section of the Chair Letter 2.6 Walk through – others

67. 67 On April 11 electronic packets debut Any packet with an Effective Date of October 1, 2011, or later will be required to be submitted electronically, including –CV –Review –Vote (if required) –Chair’s Letter Certification Things to consider

68. 68 How does the process used in your department “map” to Advance? What changes have to be made to the way your department does business? What does implementing APM 220-80(e) mean for your Chair? Things to consider

69. 69 This is new software – you will adjust to it; what you may find challenging at first will become second nature after repeated use If have questions about the packet process –1. Ask a co-worker –2. Ask the Dean’s Office If you run into a problem with Advance: –1. Try it again –2. Ask a co-worker or a Dean’s Office APA –3. Try it again –4. Email AdvanceProject@ucsf.eduAdvanceProject@ucsf.edu Things to consider